Absence Management Business Process Guide for Timekeepers
The Absence Management Business Process Guide for Timekeepers covers the overall Absence Management business process used by Timekeepers in manager self service. It describes the pages and fields used to enter, review and manage Absences in the Absence Management module.
The following (optional) icons may be used to draw attention to information in this guide:
The following diagram outlines the overall Absence Management business process for each of the Absence Management roles; Employee, Timekeeper, Manager, and Payroll/Central Administrative Unit.
Current Period – The current period, based on the open Absence Management calendar
Prior Period – Absences can be entered up to three periods previous to the current period.
Future Period – Absences can be entered for one future period (not depicted in diagram)
Auto-Notification – Email notifications are automatically sent to employees who are self reporters
when an Absence is entered on behalf of the employee.
when an employee’s Absence is deleted by an Approver or Timekeeper.
when an employee’s Absence is marked as “Needs Correction”.
Each of the functions in the Absence Management process is accomplished using a specific “role”:
Payroll/Central Administrative Unit Role
The function of the roles and the recommended Absence Management overall business process, depicted in the previous diagram, is as follows:
Payroll/Central Administrative Unit: generates Absence Management self service notifications to their campus populations, enters Catastrophic Donations, runs the prior period process, enters adjustments, executes and finalizes the Absence Management calculation, and audits all Absences.
The following types of absence validations occur on the absence entry page.
Absences with Balance Validation: The balance validation checks the current Absence transaction against the most recent finalized Absence balance and any pending Absences entered in the current period. If the employee does not have sufficient balances to cover the usage, an error is generated indicating that the absence entered exceeds the available balance. Employees are not allowed to use more time than available.
Absences that Generate Message to the Employee: Absence transactions that require additional documentation to be submitted by the employee will trigger an online message specifying that documentation is required.
Absences that Require Comments: Certain Absence transactions require additional information at the time of submission. If the transaction requires such information, the “Add Comments” link will appear in red to indicate that a comment is needed. If the employee does not enter a comment with the transaction, an error will generate indicating that the absence entered requires an entry in the "Comments" field.
The table below lists Absence elements delivered in Self Service and the validations, notifications, and rules associated with each. The availability of each element is based on the employee’s Absence Management eligibility group. Eligibility groups are based on the collective bargaining agreements.
Timekeepers review Absences entered by employees for accuracy and manage absence activities by reviewing and auditing the transactions.
Timekeepers may use the Timekeeper Absence Review page to mark Absence transactions with the appropriate review status to indicate whether the transaction is correct or require further action. The review process is optional and may be performed as part of the Approver’s approval step. Employees are automatically notified via email when a Timekeeper marks their transaction as incorrect. Timekeepers may enter Absences for employees who are not self reporters and for those who cannot enter their own Absences. Employees who are self reporters will receive an email notification when absences are entered for them.
The “Timekeeper Absence Review” page (if used) is to validate Absences entered by employees. Once employees’ entries have been reviewed, the Timekeeper can update the Absence status to “Reviewed” for entries that are ready to be approved by the Manager/Approver. Timekeepers may also update transactions to a status of “Needs Correction” and include a comment for the employee. This generates an email notification to the employee with the details of the Absence that needs correction.
Note: The list of employees may be sorted by clicking any column name on the page.
To access the absence entry page, go to myNorthridge portal and locate the HR/Timekeeper- Time & Attendance portal pagelet. Select the “Review Absences” link.
Note: Select the “Click for Instructions” link to view instructions for the page.
The selected employees’ absence transactions will display for review. To view Comments entered by the employee, select the “Entry Comments” link. This link is only available for transactions that contain corresponding comments. Employee’s comments cannot be modified by the Timekeeper.
Update the “Review Status” to “Reviewed” if the transaction is correct. If the transaction is not correct, select “Needs Corr” for Needs Correction.
Note: Absence transactions that are marked “Needs Correction” will automatically trigger an email to the person who entered the absence, use the “Add Comment” link to include applicable comments and click “Submit”.
Use the “Add Comment” hyperlinks to add a comment. This comment will be included in the email notification to the person who entered the transaction.
Enter a comment and click “Save Comments”.
Click OK to accept the entry.
An email notification is sent to the employee with the Timekeeper’s comments.
The Timekeeper Absence Entry page is used to enter Absences for employees who are not self reporters and on an employee’s behalf in the event the employee cannot enter the absence. The Timekeeper Absence Entry page includes all of the same functionality and validation as the employee entry page (Refer to the Business Process Guide for Self Reporters section 3.1 and 3.2 for details) and the following additional functionality.
Timekeeper entries are automatically updated to an Absence Status of “Reviewed” upon submission.
Timekeepers may delete Absence entries that are in “Submitted” or “Reviewed” status.
Timekeepers may navigate through their employee list by using the “Next Employee in List”, “Previous Employee in List”, and “Return to Employee List” hyperlinks.
To access the absence entry page, go to myNorthridge portal and locate the HR/Timekeeper-Time & Attendance portal pagelet.
The columns displayed are the same as the “Timekeeper Absence Review” page. The list of employees may be sorted by clicking any column header.
The “Report and View Employee Absences” page will display. The functionality on the Timekeeper entry page is the same as the functionality on the employee entry page, with exceptions noted above. Refer to the Business Process Guide for Self Reporters for details.
Timekeepers have access to Absence Management reports based on the security structure defined for them within the Absence Management system.
In addition to the validations that occur at the time of entry in Absence Management Self Service, it is recommended that Absence Management activities are validated by the Timekeeper as part of their review process.
Note: All reports can be run online or via the batch process and downloaded to Excel for more detailed analysis.
To access the reports, go to myNorthridge portal and locate the HR/Timekeeper- Time & Attendance Portal Pagelet. Select the “Run Absence Reports” link.
Enter a Run Control ID and click the “Search” button To add a run control, select “Add a New Value”. NOTE: Create only one Run Control (e.g. “REPORT”) and reuse the same Run Control every time you access this page.
The report selection page is displayed.
The report results will display online. The default display is the “Absence Info” tab on the report output.
Click the “Employee Info” tab to see additional employee information.
Reports can also be run in batch mode. This process creates a CSV file which can then be downloaded to Excel or other programs for review. Batch reporting is recommended for reports that return large data sets.
Click the checkbox next to the desired reports or use the “Select All” link to select all of the reports in the section. Click the “Submit” button to run the report(s) via the batch process.
Allow the process to run for a few seconds then click the “Refresh” button to get the latest status. The process is complete once the Run Status shows SUCCESS and Distribution Status shows POSTED. When the process is complete, select the “Details” link. \
Note: Depending on the volume of data being retrieved and the number of jobs in queue, the process may take several minutes to finish.
Select the “View/Log Trace” to access the report.
Locate the output file (the file with the csv extension) to view the report.
The report contains both employee information and absence details.
To access the balance inquiry page, go to myNorthridge portal and locate the HR/Timekeeper- Time & Attendance Portal Pagelet. Select the “View Absence Balances” link.
Enter the selection criteria on the search page and click SEARCH.
The employee’s name is displayed on top of the page.
Information is separated into three different tabs.
The Details link provides the connection to the employee’s current absence activities and absence history.
Click the icon under “Details” to retrieve the history page.
Note that several tabs will appear across the top. Select the tab that contains the information needed. Select “All Absence Balances” to view all absence types.